1. Agency Expectations for Replies to RFIs and RFQ s Maureen Duckworth June 9, 2014

2. Acronyms Requests for Quotes (RFQs) Requests for Information (RFIs)
Federal Business Opportunity (FBO)
GSA Business Opportunity Listing Service (eBuy)
Special Item Number (SIN)
Federal Acquisition Regualtion (FAR)
Simplified Acquisition Threshold (SAT) (currently $150k)

3. There are Basically Two Ways to Contact Vendors
eBuy
Any method an agency chooses is okay, the FAR does not dictate the tools used. An agency can mail it, have it delivered (FedEx, UPS, bike delivery, etc).

4. eBuy Opens information to all the vendors in the SINs identified
Automates the sending and receiving of the task order or information request and the quotes or responses
Provides fair opportunity if less than 3 quotes are received

5.
Limits visibility to the vendors chosen to receive the task order (any Schedule contractor may ask for and receive a copy of the RFQ)
Agencies have different requirements for posting
For DoD -If fewer than 3 quotes are received, it must be posted on eBuy for 30 days, all received quotes (from contractors in that SIN must be evaluated)

6. RFI Processing Also can be sent in any format (usually eBuy or email)
The eBuy system gives it a number starting with RFQ
is much more time intensive
Feedback is critical – the agency is asking for your input
Is it out of scope?
Is there an unreasonable deadline?
Is the task too small? Too large?
Is there a better way to meet the need?
Is something unclear?
Does something, in particular, make you think it is meant for the incumbent?
RFIs are done to get the maximum amount of feedback. I frequently do an RFI to find out if there are enough providers of a specific service for competition.

7. Please Read It Carefully
RFIs are often confused for RFQs
Particularly if the RFI is received via and ‘no negative responses’ is noted – don’t send a negative response.
RFIs often do not ask for much information – the agency is just trying to see if there is enough competition.
Follow the instructions – if I ask for 1 POC and you send 3, I am randomly going to keep 1.
Think MOBIS, PES or IT - how would you like to sift through 3000 negative responses?

8. Get Educated about Schedules
Quoted prices must be the same or lower than the Schedule contract holder’s authorized price list
Subcontractors cannot provide services not on the prime GSA awarded contract without it becoming open market.
Prices are fully loaded – you can’t add to them
Overtime is not done on non-SCA labor categories
If you have more than one POC – make sure you all communicate internally.

9. Make My Day!
Ask me questions!! Shy? On the lam? You can send questions to: Maureen Duckworth or Call (253) Tammy Lindsley at or Call (253)